Whatever kind of business you run, you'll be dealing with customers. This can be regular customers that have an account with you or cash customers who you don't hold records for.
If you make one-off sales to customers, you can record transaction for these that post directly to your nominal accounts but are not connected to a customer account. For these you can use the nominal receipt options (with or without VAT).
For your regular customers, you can create an account in Sage 200cloud. Each customer accounts contains:
- Name, address and contact details.
- Trading information such as the currency they use and VAT details.
- Payment terms and early settlement discounts you offer them.
- Credit terms you allow them.
- Prices and discount options if you're using the sales orders features.
If you tend to agree standard payment and credit terms with all your customers you can define these once in the Customer settings and defaults and have them automatically applied to new customer accounts. With common terms and values preset, you reduce errors and speed up the customer account creation process. These values can be amended as individual customer records are set up or as a later amendment.
How do you sell
Every sale you make goes on a journey through your business and through Sage 200cloud. There are several ways to process and record your sales in Sage 200cloud. You do not have to exclusively use a single method, but can choose depending on your business processes and the information you need to add to Sage 200cloud.
If you just want to record that you received an amount of money and what it was for, but don't want to create customer accounts, you can so this by creating a Nominal Vatable payment or Nominal Non-Vatable payment.
This posts a transaction directly to the relevant bank account and your chosen nominal accounts.
If you produce your sales documents outside of Sage 200cloud and just want to record the amount of the invoice against your customer account, you can do this by posting sales invoices directly to the customer's account:
If you want to print invoice and credit note documents from Sage 200cloud but don't need to keep track of stock levels, you can do this by using the Invoicing module.
You might want to use invoicing if you're a service business and don't need to keep track of stock, or you don't have a despatch process, or you're just recording invoices in Sage 200cloud after the despatch of goods has been carried out.
- Use the options at the top if the Invoicing list or from the Invoicing section of the menu.
- You can lines to invoices and credit notes by using stock item records, or free text lines, if you only have services or don't want to set up stock records.
- You can print or email the invoices to customers.
- When you post your invoices and credit notes, a transaction is created in Sage 200cloud which updates the balance on the customer's account, posts the value to your nominal accounts and updates your stock levels, if you're using stock items.
If you want to keep track your stock levels at each stage of the sales process, then use sales orders.
Your customers raise orders with you, you allocate the stock items which reserves them for that order and prevents them being sold to someone else. When you physically send the items to the customer you record the despatch. Once despatched, you can raise an invoice for the customer.
- Use the options at the top of the Sales Orders list or the Sales Order menu.
- Create stock records for the items that you sell. This applies to both stock and service type items.
- Create sales orders for these items using the Sales Orders screens.
- You record when you've despatched the items and then print the invoice to send to your customer. Your stock levels are also updated so you always know how many items you have in stock.
- If goods are returned, your create a sales return, record when you receive the returned goods and then print a credit note.
- When you post your invoices and credit notes, a transaction is created in Sage 200cloud which updates the balance on the customer's account and posts the value to your nominal accounts.